Submission Form Review

Submission forms are an important piece of our sample entry process. Our standard protocol is to use the information provided on the submission form to enter all samples. We do review the sample bag information also, however, if there is a discrepancy the submission form information overrides the sample bag information. We simply cannot contact customers on all these discrepancies as that would hold up processing and the results timeline for all customers.

Below are some reminders of items that should be included on all submission forms so that Customer Care staff can process your samples more efficiently.

  • Company Account Number (email seedlab@iastate.edu if you need this information).
  • Company Name, Address, Phone, and Contact Name
  • Special Instructions – This would include any report remarks needed and other specific instructions that might need to be clarified for testing.
  • Submission forms should be typed whenever possible. Many errors happen because we are unable to decipher handwriting. If you must handwrite, please take the time to be sure that all letters and numbers are easily readable.
  • Use the E-Transfer submission form when possible (link below) as this allows us to electronically transfer the information provided on the form automatically, which assists us all in accuracy and efficiency.

Please email seedlab@iastate.edu a copy of your completed submission form AND include a copy in the box with your samples.

General Submission Form
E-Transfer Quality Testing Form
E-Transfer Health Testing Form

 

Officially Sampled Report Remarks

After some discussion with the USDA, going forward we will need to include the name of the Official Sampler in the report remarks. We will no longer note “Officially Sampled” only. The new remark will be “Officially Sampled by …” This information needs to be included on the submission form so we can reflect it correctly in the report remarks.

 

Reminder: Coming to your INBOX in April – Samples Received Email

As mentioned in the last newsletter, Customer Care plans to start sending “Samples Received” notification emails in April. These emails will notify you that your samples have arrived and have been entered into our system. They will be sent automatically at the end of every business day. The main account contact will receive this email. If you have any questions as to who your main contact is, feel free to send us an email at seedlab@iastate.edu and we can provide that information. If you would like to change the main contact on the account, please let us know.

NOTE: This email DOES NOT mean the tests have been started. This just advises that your samples have arrived in our office and are now headed to the lab for processing.